Administrative Assistant Irvine, CA

• Answer phones and greet clients in a friendly positive and warm manner
• Be the first point of contact for prospects and clients
• Manage lobby and conference rooms including setup organization and post-meeting cleanup
• Ensure beverages and snacks are available for clients and guests
• Keep the office environment neat tidy and organized to ensure a welcoming atmosphere
• Manage and direct the flow of visitors in the front lobby and reception area
• Calendar management including setting and confirming appointments
• Prepare documentation and materials for client appointments
• Maintain the firms CRM system (Redtail) through accurate data entry and database management
• Assist with the preparation and organization of seminars and workshops including set-up and clean-up before and after events
• Order supplies and keep track of inventory
• Assist clients with issues concerns and account inquiries
• Sort scan and distribute incoming mail and deliveries
• Maintain office filing system both paper and electronic
• Maintain job-related/industry specific compliance files

• 5 years experience in an administrative role
• Demonstrates proficiency and confidence working across various platforms and operating systems; Microsoft Office and CRM (Redtail)
• Collaborative team player willing to assist others
• Demonstrates exceptional organizational skills by efficiently managing multiple client requests and prioritizing time sensitive tasks
• Excellent communication skills; both verbal and written delivered with a sincere and caring attitude
• Exhibits meticulous attention to detail and a commitment to accuracy
• Skilled in building strong trust-based relationships with clients by providing attentive personalized service and guidance
• Self-starter who takes initiative and works well independently
• Demonstrates strong integrity and a commitment to ethical conduct especially when handling confidential client information and financial matters
• Thrive in a time sensitive environment and adaptable to change without affecting the quality of work

• $28.00/hour - $32.00/hour based on experience
• Medical dental and vision insurance
• Group Life and AD&D insurance
• 401k with company match
• PTO birthday off
• Wellness benefits

• Monday-Friday 8:30am-5:00pm
• Some evenings required for client events

Required Experience:

Junior IC